Purchase invoices now also available in KSeF

KSeF Purchase Invoices is implemented in the following scenarios:

• Standard scenario 1 – sending e-invoices to an e-mail address;
• Standard scenario 2 – sending e-invoices directly to SAP (MM or FI);
• Standard scenario 3 – sending e-invoice directly to SAP (via IDOC);
• Enhanced scenario 4 – custom output adapter, hybrid implementation (different adapters), more automation.

Scenarios 1, 2, 3 are ready-to-use solutions." All standard scenarios can be extended with the option of dedicated invoice layout and archiving based on SAP Content Server.

Extended Scenario 4, although based on off-the-shelf components, requires additional needs analysis, based on which we will prepare a dedicated quote and offer.

In this scenario, the e-invoice is downloaded from KSeF, and the PDF and/or XML version is forwarded to an external email address – such as the OCR system’s email.

The basic functions of the solution in this scenario are:

• Automatic (via job) or manual download of documents from All For One KSeF HUB;
• Data entry into the internal buffer with initial mapping of XML data to SAP data within the invoice header;
• Basic validations in terms of the header: whether there is a supplier with the given VAT number, whether all necessary dates of the document are given, duplicate control;
• View imported documents through the All For One KSeF cockpit. The cockpit contains a list of documents for which you can view the source XML, visualize the document, and check and edit the mapped data;
• Ability to trigger automatic dispatch of the generated PDF to a designated e-mail address, such as technical e-mail of an external OCR system;
• Generate a PDF form (standard layout provided in Adobe Forms; it is possible to order a dedicated layout, including Smartforms);
• Manual processing of the document – the possibility of manual dispatch;
• Manual rejection of the document for further processing;
• Ability to flexibly include/exclude suppliers from document processing with KSeF.

In addition, the KseF Purchase Invoices solution has the following customization sites:

• Introduce additional validations of the document after entering the buffer;
• The ability to change the subject of an email;
• Ability to change the content of the e-mail;
• Ability to change email address based on customer logic.

In this scenario, the e-invoice is downloaded from KSeF, and its contents are loaded directly into the SAP system ( MM or FI module), according to a standardized mapping.

The basic functions of the solution in this scenario are:

• Automatic (via job) or manual download of documents from All For One KSeF HUB;
• Data entry into the internal buffer with initial mapping of XML data to SAP data within the invoice header;
• Basic validations in terms of the header: whether there is a supplier with the given VAT number, whether all necessary dates of the document are given, duplicate control;
• View imported documents through the All For One KSeF cockpit. The cockpit contains a list of documents for which you can view the source XML, visualize the document, and check and edit the mapped data;
• Ability to trigger automatic document processing – depending on the customer’s developed processes, the invoice header can be pre-entered in the MM or FI module (MIRO/FB60);
• Loading of order reference numbers (or WZ numbers) into a pre-entered document – if references are sent in XML;
• Generate a PDF form to be attached to the document as an attachment (standard layout provided in Adobe Forms; it is possible to order a dedicated layout, including Smartforms);
• Manual processing of the document – the ability to complete the header and item data (to a limited extent);
• Manual rejection of the document for further processing;
• Ability to flexibly include/exclude suppliers from document processing with KSeF.

In addition, the KseF Purchase Invoices solution has the following customization spaces:

• Extend the mapping of the XML file in terms of header and position;
• Definition of own determinations: payment terms, tax codes, supplier bank;
• Introduce additional validations of the document after entering the buffer;
• Extensions to perform actions after automatic initial invoice entry and after posting from the KSeF solution (e.g., launching additional workflow);
• It is possible to introduce mapping of XML items to invoice items – with the development of dedicated logic for completing and reading data.